09 Attachment 06 COVID19 Reporting Process for Contractors.pdf

April 9, 2020

COVID-19 Case Reporting and Tracking for Contractors

In light of the novel coronavirus pandemic (COVID-19), the Federal Aviation Administration (FAA) is working closely with Federal officials and our contractors nationwide to address the reporting of presumed and confirmed COVID-19 cases, allowing for the deployment of appropriate response efforts and notification of officials as required. Maintaining consistent, continuous and timely communication with FAA contractors regarding the status and health of their employees is critical for FAA to preserve the health of all personnel involved (Federal and contractor) and mission readiness.

The process below was established to integrate contractor reporting and the COVID-19 Case Tracker so FAA will have timely situational awareness of contractor employee status and potential impacts to FAA facilities.

Contractor Reporting

• Each vendor holding a contract with FAA was provided a letter directing them to immediately report new presumed and confirmed COVID-19 cases involving their staff when the employee:

May have visited an FAA facility;

Had contact with an FAA employee despite the location; and/or Had contact with another FAA contractor.

• FAA contractors with presumed or confirmed COVID-19 cases will provide notice immediately to the ACQ Emergency Management email (9-AFN-ACQ-EM@faa.gov), with a copy to the assigned Contracting Officer (CO).

• The report should include the number of employees with a presumed or confirmed case, where they visited (building address), the last date they were in an FAA facility, with whom they met (FAA and/or FAA contractor employee), the date symptoms began and whether they have been tested.

COVID-19 Case Tracker

• Upon notice of a new COVID-19 case involving an FAA contract employee through the ACQ Emergency Management email, ACQ members of the Incident Management team will review details submitted and ensure data elements required by the COVID-19 Case Tracker are properly addressed.

o The email is monitored 24/7.

o If required elements are missing the team will contact the associated vendor for more information, avoiding the recording of any personal identifiable information

(PII).

mailto:9-AFN-ACQ-EM@faa.gov

April 9, 2020

• COVID-19 Case Tracker o If the case involves an operational ATO facility, the case will be referred to the Joint

Crisis Action Team (JCAT) for them to assess operational impact and submit a case in the COVID-19 Case Tracker.

o If the case involves a non-operational (administrative) FAA facility, the ACQ IMT team will submit a case in the COVID-19 Case Tracker.

The ACQ IMT team will then provide notice of the case to the Contracting

Officer’s Representative (COR) and program manager (if applicable), as well as the applicable facility manager.

• As the case changes, updates will be made in the COVID-19 Case Tracker as required.

o For operational ATO facilities, updates will be made by the JCAT.

o For non-operational (administrative) facilities, updates will be made by the ACQ IMT team.

Questions Questions and comments related to the COVID-19 reporting process for contractors can be directed to 9-AFN-ACQ-EM@faa.gov.

mailto:9-AFN-ACQ-EM@faa.gov